NA-ACCORD Data Depot Partner Guide
Testing Phase
The data depot is currently in a testing phase. User feedback is welcome, particularly regarding features that are confusing or do not work as expected. Please report issues or suggestions to the NA-ACCORD team.
Logging In
Prerequisites
During the testing and security audit phase, you must be connected to the Johns Hopkins VPN before accessing the data depot.
Access the Data Depot
- Navigate to https://na-accord-depot.publichealth.jhu.edu/
- You will be automatically redirected to a single sign-on (SSO) screen
- Enter your credentials:
- Hopkins users: Your JHED (e.g., jdoe1@jh.edu)
- External users: The email address you provided to NA-ACCORD
If your SSO email does not match our records or you have trouble logging in, contact the NA-ACCORD team.
Dashboard Overview
After logging in, you will see the dashboard with a sidebar menu and main content area.
The left sidebar displays:
- Upload Precheck
- File Submissions
- Cohorts
- Dashboard
- Your assigned cohorts
Upload Precheck
Upload Precheck allows you to validate data files before formal submission. This generates a quality report identifying issues that can be corrected.
Running a Precheck
- Click “Upload Precheck” in the sidebar
- Select your cohort from the dropdown
- Select the data file type (Patient Record, Laboratory, Diagnosis, etc.)
- Upload your CSV file
The file will be securely transferred to the servers for analysis. Processing time varies based on file size.
Viewing Precheck Reports
After processing completes, you can view or download the validation report. The report compares your submitted file against official NA-ACCORD data submission guidelines and identifies anomalies and issues.
Precheck reports are currently in active development. Feedback on how to make them more useful is appreciated.
Creating a Submission
Starting a New Submission
- Click “File Submissions” in the sidebar
- If you have no submissions, click the empty area to start a new submission
- Select a protocol year and cohort for your submission
If you manage only a single cohort, it will be pre-selected.
Submission Overview
After creating a submission, you will see the submission overview page showing all required data tables and their upload status.
Uploading the Patient Record
Patient File Requirement
The Patient Record table must be uploaded first. Other data files are validated against the patient IDs in this file, so completing the patient upload is required before proceeding with other tables.
Upload Process
- Click “Start” next to “Patient Record table”
- Click to select or drag and drop your CSV file
- After the file is uploaded, the system will process and validate it
- You can add comments about the entire patient submission in the “Review Comments” section
File Information Panel
The data file panel displays information about your uploaded file including:
- File name
- Version number
- File size
- Upload timestamp
- Processing status
- Patient ID validation results
You can view or download the validation report from this panel.
Adding File Attachments
You can upload supporting documents related to this specific file. Click the attachment upload section and provide:
- A descriptive name for the attachment
- Optional comments explaining the attachment
- The file to upload
After uploading, the attachment will appear in the file attachments list.
Attachments are optional but useful for documenting data quality issues or providing additional context.
Marking the Table Complete
After reviewing the validation report and adding any necessary comments or attachments, mark the table as complete using the toggle at the top of the page.
Uploading Additional Tables
Returning to Submission Overview
Navigate back to the submission using the breadcrumbs (click “Protocol Year 2025”) or select “File Submissions” from the sidebar.
The submission overview will show updated progress.
Upload Additional Tables
Click “Start” for the next table (Diagnosis, Laboratory, etc.) and repeat the upload process.
For non-patient files, you can split uploads into multiple files if needed. All files must have the same column headers.
Patient ID Validation
Non-patient files are validated against the patient IDs in your patient file. The validation panel shows:
- Total patient IDs in the patient file
- How many are covered by the current upload
- How many uploaded IDs are valid (match patient file)
- How many uploaded IDs are invalid (do not match patient file)
If patient IDs are missing or invalid, you can download a CSV report detailing the issues.
Handling Missing Tables
If a data table is not available, you can skip it and explain the reason in the final submission comments. Missing tables do not block submission if documented.
Finalizing the Submission
Submission-Level Attachments
You can attach documents relevant to the entire submission (not specific to one table). This is useful for:
- Data collection protocols
- IRB documentation
- Submission-wide explanations
Final Sign-off
When all available tables are complete, provide final sign-off:
- Add optional comments explaining any issues, missing tables, or other relevant information
- Check the acknowledgment box confirming that all data tables have been reviewed and validation warnings have been addressed or documented
- Click “Sign Off Entire Submission”
Once signed off, you will not be able to edit the submission without contacting the NA-ACCORD team.
Submission Complete
After sign-off, the submission status changes to “Signed Off” and displays your completion confirmation.
Getting Help
Contact the NA-ACCORD team if you:
- Experience technical issues
- Have questions about data validation
- Need to modify a signed-off submission
- Require assistance with the data depot
Document Version: 1.0 Last Updated: October 15, 2025